Medical Virtual Assistant VA
A remote medical assistant for your practice who handles scheduling, patient messages, insurance checks, referrals, chart prep and prior authorisations. Your clinicians spend more time with patients and less on administration, with every task documented in the EHR.
- Top 1% vetted talent
- No lock-in contracts
- Replacement guarantee
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Hourly rates · No lock-in contracts
Description
A Medical Virtual Assistant VA supports the administrative workload behind a healthcare practice, including scheduling, patient messages, insurance checks, referrals, chart preparation and prior authorisations. They can also follow up results, manage documents and keep tasks recorded in the EHR. Outsource Teams provides top 1% vetted talent with medical administration experience, no lock-in contracts and a replacement guarantee, helping clinicians spend more time with patients and less time on administration.
Responsibilities
- Manage the practice's appointment calendar, patient portal messages and phone queue so patients get a response the same business day.
- Prepare charts before each visit by confirming the reason for visit, updating medication and allergy lists, and pulling outside records and results.
- Verify insurance eligibility and benefits and submit prior authorisation requests with the required clinical documentation.
- Process referrals, coordinate with specialists and imaging centres, and track them until the report is back in the chart.
- Handle prescription refill requests according to the practice protocol and route clinical questions to the appropriate provider.
- Draft visit notes and patient instructions from the provider's dictation for provider review and signature.
- Follow up on outstanding lab and imaging results and communicate provider-approved results to patients.
- Maintain the EHR, fax queue and document scanning so records are complete and correctly filed.
- Handle all patient information under HIPAA and the practice's privacy procedures, including secure messaging and identity checks.
- Produce weekly reports on open tasks, referral turnaround and authorisation status for the practice manager.
Software & Tools
Requirements
- At least 5 years of medical administration or medical assistant experience, ideally including 2 or more years supporting a US practice remotely.
- A nursing, midwifery or allied health degree, or a medical assistant certification, is strongly preferred.
- Proficient with at least one EHR such as Epic, athenahealth, eClinicalWorks, NextGen or Practice Fusion, plus payer portals and Availity.
- Comfortable with medical terminology, common medications and reading clinical documentation.
- HIPAA training completed, with a clear understanding of what can and cannot be shared with patients and third parties.
- Clear, friendly spoken and written English for patient calls, portal messages and provider communication.
- Reliable high-speed internet with a backup connection and power, working the practice's clinic hours.
Frequently Asked Questions
What can they help with?
They can manage appointments, portal messages, chart preparation, referrals, prior authorisations, refill requests, results follow-up and document filing.
Can they work inside the EHR?
Yes. They can update charts, manage documents and record tasks in systems such as Epic, athenahealth and other supported EHR platforms.
What systems can they use?
They can work with Cliniko, Best Practice, Epic, athenahealth, Google Workspace, RingCentral, Kareo and SystmOne.
How experienced are the candidates?
Candidates are expected to have at least five years of medical administration or medical assistant experience, with healthcare qualifications strongly preferred.
How much does it cost?
Rates are listed in USD at $7 per hour for entry-level talent, $9 per hour for intermediate and $12 per hour for senior talent. Both full-time and part-time options are available.
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